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Board to consider purchasing vehicles, replacement equipment and PlanCon part j audit engagement next week
Summary
Finance staff previewed quotes for two trucks and grounds equipment (approx. $200,000 after a price adjustment), noted a replacement-equipment budget of about $210,000 and said engagement letters for the fiscal audit and a PlanCon part j audit will be on next week's agenda; PlanCon reimbursement timing and amount remain uncertain.
District finance staff told the board Tuesday they will seek authorization next week for prepaying certain vehicle and equipment purchases this fiscal year to avoid anticipated price increases and will present audit engagement letters including one for a PlanCon part j review tied to the district's 2017 high-school project.
Why it matters: approving purchases in the current fiscal year affects the replacement-equipment budget and could accelerate planned capital spending; completing the PlanCon part j audit affects state reimbursement timing for prior capital work.
Mr. Mavis reviewed vendor quotes for a box truck and a work truck from Fairway Chevrolet and quotes for grounds equipment (Ventrac and Ferris) from Welliver and Sons. He said a vendor discount switch (from CoStar pricing to Sourcewell) could reduce the Ventrac quote by about $2,000 and that total purchases would be about $200,000 after that adjustment. The current replacement-equipment budget after transfers stands at about $210,000, he said.
Mavis also said engagement letters from the district's external auditor (Klasick) will be on next week's agenda for the fiscal year ending 6/30/2025 and that a separate engagement is needed for a PlanCon part j audit related to the 2017 high-school renovation. He described PlanCon part j as a legacy state reimbursement process: the district must complete the part j packet for the state to release reimbursements and said available reviewers and the state timeline are limited because PlanCon has been inactive and the process revived only for a small number of legacy cases. Mavis estimated that if the district received the same reimbursement rate as on the 2017 bond (about 41.17 percent), that would indicate potential reimbursement, but he cautioned the actual rate and timing are set by state formula and reviewers and thus uncertain.
The board did not vote on purchases Tuesday; staff will present formal purchase requests and audit engagement letters for board action next week.
Speakers: Mr. Mavis (finance director) presented procurement quotes, replacement-equipment budget status and audit engagement steps.
